Admin Documents & AI Analysis Guide

Admin Documents are designed for sensitive project documents like contracts, scopes of work, change orders, and specifications. Unlike regular project documents, Admin Documents feature AI-powered analysis that automatically extracts summaries, key dates, financial amounts, and important terms from your uploaded files.

Getting Started

1. Open a project from All Projects
2. Click Admin Documents in the project menu
3. You'll see the Admin Documents page with list and grid views

Note: Admin Documents require project edit permissions. If you don't see the Admin Documents option, contact your administrator.

Two Ways to Add Documents

Upload a File

For PDFs, Word documents, Excel spreadsheets, and other files:

1. Click Upload Document
2. Enter a Title (auto-fills from filename if left blank)
3. Select a Document Type from 40+ options (see Document Types below)
4. Choose your File (up to 25 MB)
5. Optionally add a Description
6. Process with AI checkbox (enabled by default) - leave checked to get automatic AI analysis
7. Click Upload

The upload progress bar shows stages: Preparation → File Transfer → Document Creation → Complete.

Paste Text

For emails, meeting notes, and other text content you want to capture and analyze:

1. Click Add Text Entry
2. Enter a Title (e.g., "Email from GC re: Change Order #3")
3. Select a Document Type
4. Paste your content into the text area
5. Optionally add a Description
6. Process with AI checkbox (enabled by default)
7. Click Save

Tip: Text Entry is great for capturing important emails, verbal confirmations, or meeting decisions that you want AI to analyze alongside your other project documents.

AI Analysis

This is what makes Admin Documents special. When you upload a document with "Process with AI" enabled, the system:

1. Extracts text from your file (PDF, Word, Excel, PowerPoint)
2. Sends it to AI for analysis based on the document type
3. Returns structured data including:

AI Summary

A 2-3 paragraph summary of the document's key points, written in plain language.

Key Dates

Extracted dates with context, such as:

• Contract effective date
• Completion/deadline dates
• Milestone dates
• Notice periods
• Warranty expiration dates

Key Amounts

Financial data extracted from the document:

• Contract value
• Retainage percentage
• Change order amounts
• Payment terms
• Allowances

Key Terms

Important clauses and conditions identified as tags, such as:

• Liquidated damages
• Force majeure
• Indemnification
• Insurance requirements
• Dispute resolution

Viewing AI Results

1. Click the eye icon (View Details) on any document
2. The detail modal shows:
   • AI Summary card with the generated analysis
   • Key Dates table
   • Key Amounts section
   • Key Terms as clickable tags
   • Extracted Text (expandable) showing the raw text pulled from the file

AI Processing Status

Each document shows its AI status:

You can filter the document list by AI status to quickly find documents that need attention.

Re-running AI Analysis

If you need to re-analyze a document:

1. Open the document details (eye icon)
2. Click Run AI Analysis
3. The system re-processes the document and updates results

Document Types

Admin Documents support 40+ document types for precise classification:

Contracts & Agreements: Prime Contract, Subcontract, Amendment, Work Order

Financial: Estimate, Quote, Schedule of Values, Payment Application, Change Order, Change Order Request

Scope & Specifications: Scope of Work, Specifications, Drawing Index, Clarifications, Exclusions, Inclusions

Legal & Compliance: Insurance Certificate, Bond, Lien Waiver, Permits, Safety Plans

Operational: Meeting Minutes, Correspondence, Weather Logs, Punch List

Closeout: As-Builts, Warranty, Closeout Documents, Substantial Completion, Notice to Proceed

Version Tracking

Admin Documents support versioning. When you upload a new version of a document:

• The previous version is marked as Superseded (grayed out with a badge)
• The new version becomes the current active version
• Both versions share the same Document Group ID
• You can view the full version history for any document

By default, the list shows only current versions. Superseded versions are visible but clearly marked.

View Modes

Toggle between two views using the buttons at the top:

• List View - Traditional table with sortable columns. Best for scanning many documents.
• Grid View - Card-based layout showing document type icons, AI status badges, and previews. Best for visual browsing.

Filtering & Search

Tip: The search feature searches inside extracted document text, so you can find documents by their content, not just their title.

Permissions

Admin Documents have stricter access than regular project documents:

• You need project edit permissions (CanEditProject) or admin/system admin role
• Regular document view permissions are NOT sufficient
• This protects sensitive contract and financial information

Integration with AI Reports

Admin Documents feed into the AI Reports system. When generating an AI Report for a project, you can include Admin Documents as a data source. The AI uses the extracted summaries, key dates, and key amounts to produce richer, more informed project analyses.

Tips

• Choose the right document type - The AI uses the type to tailor its analysis. A "Prime Contract" gets different extraction logic than "Meeting Minutes"
• Use Text Entry for emails - Paste important project emails so AI can extract dates and commitments
• Check AI status - If processing fails, try re-running the analysis
• Search by content - Use the search bar to find documents by what's inside them, not just the title
• Upload contracts early - The sooner AI processes your contracts, the sooner key dates and amounts are available for reporting